Administrative Assistant III
4.
0 Highland, CA Highland, CA Full-time Full-time $4,520 - $5,495 a month $4,520 - $5,495 a month 1 day ago 1 day ago 1 day ago CITY OF HIGHLAND ADMINISTRATIVE ASSISTANT III JOB SUMMARY Performs a wide variety of complex administrative and clerical duties in the City Clerk's Office, City Manager's Office and Administrative Services Department.
SUPERVISION RECEIVED AND EXERCISED 1.
Receives general direction from the City Clerk, City Manager or Director of Administrative Services.
2.
Reports to the City Clerk.
TYPICAL JOB DUTIES:
Typical duties may include, but are not limited to the following:
1.
Screens calls, visitors, and mail; responds to moderately complex requests for information which may require the interpretation of City policies and procedures.
2.
Provides front desk coverage during lunch and break times.
3.
Researches and compiles a variety of informational materials from sources both inside and outside the office.
4.
Types drafts and a wide variety of finished documents from brief instructions, or prepared materials, often of a highly sensitive and confidential nature; may use word processing equipment and input or retrieve data or prepare reports using an on-line or personal computer system; initiates specified correspondence independently for signature by appropriate management, supervisory or professional staff.
5.
Reviews finished materials for completeness, accuracy, format, compliance with City policies and procedures, and appropriate English usage, including spelling, grammar, and punctuation; organizes and maintains various office files.
6.
Follows up on projects, transmits information and keeps informed of department activities; schedules and arranges for meetings; organizes own work, sets priorities and meets critical deadlines; assist as assigned in maintaining calendars for the City Manager.
7.
Responds to requests for information and refers certain requests and complaints from officials, customers and the public to appropriate staff for resolution.
8.
Assists with preparing, distributing, and posting of agendas/minutes and related materials, for meetings of the City Council and other legislative and advisory bodies of the City.
9.
Assists with redaction of public records requests.
10.
Scans documents into a document imaging and retrieval system.
11.
Responds to inquiries regarding employee recruitments, application and testing procedures, and evaluation procedures; and prepares recruitment related correspondence.
12.
Coordinates/assists new hire employee onboarding.
13.
Assists in recruitment functions including preparing job flyers, screening applications, administering written tests, obtaining oral board raters, and setting up for oral interviews; prepare job advertisements and distribute to requested locations for publication.
14.
Responds to background investigation requests and employment verification requests.
15.
Assists with processing Personnel Action Forms for new hires, promotions, probation, merit increases, disciplinary actions, separations, address changes, and other personnel actions; enter information into database.
16.
Processes employee evaluations and identify next review date; enter information into database.
17.
Makes and confirms travel arrangements as assigned; maintains appointment schedules and calendars.
18.
Orders supplies and other materials for the office.
19.
Updates information and posts notices on the City's website as needed.
20.
Performs other related duties as assigned.
QUALIFICATIONS Knowledge of:
Principles and practices of effective customer service and customer-oriented telephone etiquette.
Standard office administrative and secretarial practices and procedures, including business letter writing.
File and document management procedures and practices.
Correct English usage, including spelling, grammar, punctuation and vocabulary; standard business arithmetic.
City organization and basic information regarding ordinances, rules, policies, procedures, and operating practices applicable to providing telephone reception.
Advanced uses of word processing, graphics, spreadsheet, database, and other software to create documents and materials requiring the interpretation and manipulation of data.
City administrative policies and procedures applicable to areas of assigned responsibility.
Skills/Abilities Successfully adapt to a high-volume, fast-paced working atmosphere with multiple activities.
Independently work under pressure and meet deadlines.
Understand and follow verbal and written direction, and communicate in a clear and concise manner, both verbally and in writing, in English.
Research information about federal, state, and local laws.
Establish and maintain positive, cooperative, and effective working relationships with staff and the public.
Assist with organization, maintenance and implementation of the City's Records Management Program consisting of complex paper and electronic filing systems, retention schedules, and archival procedures.
Use a high degree of tact, diplomacy, and discretion in dealing with sensitive and confidential situations and concerned internal and external parties.
Communicate effectively and respectfully with City Council, other elected and appointed officials, committee members, department directors and managers, staff, residents, representatives of civic and community groups, the media, and others encountered in the course of work, both in-person and on the telephone, while providing excellent customer service.
Exercise a high degree of initiative to plan, organize, prioritize, and perform duties with minimal supervision.
Interpret and apply City policies and procedures.
Operate standard office equipment, a personal computer, and relevant software in a Windows environment; and research and write clear and factual reports.
Type accurately at a speed necessary to meet the requirements of the position.
Maintain strict confidentiality of privileged information.
The employee is frequently required to sit or stand, talk or listen for extended periods of time on a continuous basis; intermittently twist to reach equipment surrounding desk; and perform simple grasping and fine manipulation.
Occasional heavy lifting or maneuvering of heavy objects may be requested.
Experience and Training:
A sufficient combination of work experience, training and/or education which demonstrates possession of and competency in requisite knowledge, skills and abilities such as college level course work in business principles and practices and 2 to 4 years of increasingly responsible general clerical or Administrative Assistant experience.
Municipal government experience is preferred but not required.
Special Requirements:
None.
License or Certificate:
Requires a valid California driver's license due to posting duties and researching archived public documents at an off-site storage facility.
Salary Range:
$4,520 - $5,495 per month Work Schedule:
9/80 Work Schedule Cafeteria Plan:
$1,500 per month toward health/dental/vision insurance premiums Vacation/Sick Leave:
80 Hours of accrued vacation within first year; 8 hours per month of sick leave with a maximum of 1,250 Hours Holidays:
9 Hours of Floating Holiday per year; 12 paid City Holidays Retirement:
Retirement benefits are provided through the California Public Employees' Retirement System (CalPERS); 2% @ 55 for (classic) CalPERS members, with the City paying the member contribution; 2% @ 62 for (new) CalPERS members, with the employee paying the member contribution.
The distinction between classic and new is pursuant to State pension reform legislation (PEPRA).
The passing of a pre-placement physical will be performed as a condition of employment.
A DMV background check and fingerprinting will also be performed.
Required application can be obtained at the City of Highland, 27215 Base Line, Highland, CA 92346, (909) 864-6861, or at www.
cityofhighland.
org.
The first 100 applications will be accepted or will close February 1, 2024, by 5:
00 p.
m.
, whichever occurs first.
AN EQUAL OPPORTUNITY EMPLOYER Job Type:
Full-time Pay:
$4,520.
00 - $5,495.
00 per month Work Location:
In person Principles and practices of effective customer service and customer-oriented telephone etiquette.
Standard office administrative and secretarial practices and procedures, including business letter writing.
File and document management procedures and practices.
Correct English usage, including spelling, grammar, punctuation and vocabulary; standard business arithmetic.
City organization and basic information regarding ordinances, rules, policies, procedures, and operating practices applicable to providing telephone reception.
Advanced uses of word processing, graphics, spreadsheet, database, and other software to create documents and materials requiring the interpretation and manipulation of data.
City administrative policies and procedures applicable to areas of assigned responsibility.
Successfully adapt to a high-volume, fast-paced working atmosphere with multiple activities.
Independently work under pressure and meet deadlines.
Understand and follow verbal and written direction, and communicate in a clear and concise manner, both verbally and in writing, in English.
Research information about federal, state, and local laws.
Establish and maintain positive, cooperative, and effective working relationships with staff and the public.
Assist with organization, maintenance and implementation of the City's Records Use a high degree of tact, diplomacy, and discretion in dealing with sensitive and confidential situations and concerned internal and external parties.
Communicate effectively and respectfully with City Council, other elected and appointed officials, committee members, department directors and managers, staff, residents, representatives of civic and community groups, the media, and others encountered in the course of work, both in-person and on the telephone, while providing excellent customer service.
Exercise a high degree of initiative to plan, organize, prioritize, and perform duties with minimal supervision.
Interpret and apply City policies and procedures.
Operate standard office equipment, a personal computer, and relevant software in a Windows environment; and research and write clear and factual reports.
Type accurately at a speed necessary to meet the requirements of the position.
Maintain strict confidentiality of privileged information.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
0 Highland, CA Highland, CA Full-time Full-time $4,520 - $5,495 a month $4,520 - $5,495 a month 1 day ago 1 day ago 1 day ago CITY OF HIGHLAND ADMINISTRATIVE ASSISTANT III JOB SUMMARY Performs a wide variety of complex administrative and clerical duties in the City Clerk's Office, City Manager's Office and Administrative Services Department.
SUPERVISION RECEIVED AND EXERCISED 1.
Receives general direction from the City Clerk, City Manager or Director of Administrative Services.
2.
Reports to the City Clerk.
TYPICAL JOB DUTIES:
Typical duties may include, but are not limited to the following:
1.
Screens calls, visitors, and mail; responds to moderately complex requests for information which may require the interpretation of City policies and procedures.
2.
Provides front desk coverage during lunch and break times.
3.
Researches and compiles a variety of informational materials from sources both inside and outside the office.
4.
Types drafts and a wide variety of finished documents from brief instructions, or prepared materials, often of a highly sensitive and confidential nature; may use word processing equipment and input or retrieve data or prepare reports using an on-line or personal computer system; initiates specified correspondence independently for signature by appropriate management, supervisory or professional staff.
5.
Reviews finished materials for completeness, accuracy, format, compliance with City policies and procedures, and appropriate English usage, including spelling, grammar, and punctuation; organizes and maintains various office files.
6.
Follows up on projects, transmits information and keeps informed of department activities; schedules and arranges for meetings; organizes own work, sets priorities and meets critical deadlines; assist as assigned in maintaining calendars for the City Manager.
7.
Responds to requests for information and refers certain requests and complaints from officials, customers and the public to appropriate staff for resolution.
8.
Assists with preparing, distributing, and posting of agendas/minutes and related materials, for meetings of the City Council and other legislative and advisory bodies of the City.
9.
Assists with redaction of public records requests.
10.
Scans documents into a document imaging and retrieval system.
11.
Responds to inquiries regarding employee recruitments, application and testing procedures, and evaluation procedures; and prepares recruitment related correspondence.
12.
Coordinates/assists new hire employee onboarding.
13.
Assists in recruitment functions including preparing job flyers, screening applications, administering written tests, obtaining oral board raters, and setting up for oral interviews; prepare job advertisements and distribute to requested locations for publication.
14.
Responds to background investigation requests and employment verification requests.
15.
Assists with processing Personnel Action Forms for new hires, promotions, probation, merit increases, disciplinary actions, separations, address changes, and other personnel actions; enter information into database.
16.
Processes employee evaluations and identify next review date; enter information into database.
17.
Makes and confirms travel arrangements as assigned; maintains appointment schedules and calendars.
18.
Orders supplies and other materials for the office.
19.
Updates information and posts notices on the City's website as needed.
20.
Performs other related duties as assigned.
QUALIFICATIONS Knowledge of:
Principles and practices of effective customer service and customer-oriented telephone etiquette.
Standard office administrative and secretarial practices and procedures, including business letter writing.
File and document management procedures and practices.
Correct English usage, including spelling, grammar, punctuation and vocabulary; standard business arithmetic.
City organization and basic information regarding ordinances, rules, policies, procedures, and operating practices applicable to providing telephone reception.
Advanced uses of word processing, graphics, spreadsheet, database, and other software to create documents and materials requiring the interpretation and manipulation of data.
City administrative policies and procedures applicable to areas of assigned responsibility.
Skills/Abilities Successfully adapt to a high-volume, fast-paced working atmosphere with multiple activities.
Independently work under pressure and meet deadlines.
Understand and follow verbal and written direction, and communicate in a clear and concise manner, both verbally and in writing, in English.
Research information about federal, state, and local laws.
Establish and maintain positive, cooperative, and effective working relationships with staff and the public.
Assist with organization, maintenance and implementation of the City's Records Management Program consisting of complex paper and electronic filing systems, retention schedules, and archival procedures.
Use a high degree of tact, diplomacy, and discretion in dealing with sensitive and confidential situations and concerned internal and external parties.
Communicate effectively and respectfully with City Council, other elected and appointed officials, committee members, department directors and managers, staff, residents, representatives of civic and community groups, the media, and others encountered in the course of work, both in-person and on the telephone, while providing excellent customer service.
Exercise a high degree of initiative to plan, organize, prioritize, and perform duties with minimal supervision.
Interpret and apply City policies and procedures.
Operate standard office equipment, a personal computer, and relevant software in a Windows environment; and research and write clear and factual reports.
Type accurately at a speed necessary to meet the requirements of the position.
Maintain strict confidentiality of privileged information.
The employee is frequently required to sit or stand, talk or listen for extended periods of time on a continuous basis; intermittently twist to reach equipment surrounding desk; and perform simple grasping and fine manipulation.
Occasional heavy lifting or maneuvering of heavy objects may be requested.
Experience and Training:
A sufficient combination of work experience, training and/or education which demonstrates possession of and competency in requisite knowledge, skills and abilities such as college level course work in business principles and practices and 2 to 4 years of increasingly responsible general clerical or Administrative Assistant experience.
Municipal government experience is preferred but not required.
Special Requirements:
None.
License or Certificate:
Requires a valid California driver's license due to posting duties and researching archived public documents at an off-site storage facility.
Salary Range:
$4,520 - $5,495 per month Work Schedule:
9/80 Work Schedule Cafeteria Plan:
$1,500 per month toward health/dental/vision insurance premiums Vacation/Sick Leave:
80 Hours of accrued vacation within first year; 8 hours per month of sick leave with a maximum of 1,250 Hours Holidays:
9 Hours of Floating Holiday per year; 12 paid City Holidays Retirement:
Retirement benefits are provided through the California Public Employees' Retirement System (CalPERS); 2% @ 55 for (classic) CalPERS members, with the City paying the member contribution; 2% @ 62 for (new) CalPERS members, with the employee paying the member contribution.
The distinction between classic and new is pursuant to State pension reform legislation (PEPRA).
The passing of a pre-placement physical will be performed as a condition of employment.
A DMV background check and fingerprinting will also be performed.
Required application can be obtained at the City of Highland, 27215 Base Line, Highland, CA 92346, (909) 864-6861, or at www.
cityofhighland.
org.
The first 100 applications will be accepted or will close February 1, 2024, by 5:
00 p.
m.
, whichever occurs first.
AN EQUAL OPPORTUNITY EMPLOYER Job Type:
Full-time Pay:
$4,520.
00 - $5,495.
00 per month Work Location:
In person Principles and practices of effective customer service and customer-oriented telephone etiquette.
Standard office administrative and secretarial practices and procedures, including business letter writing.
File and document management procedures and practices.
Correct English usage, including spelling, grammar, punctuation and vocabulary; standard business arithmetic.
City organization and basic information regarding ordinances, rules, policies, procedures, and operating practices applicable to providing telephone reception.
Advanced uses of word processing, graphics, spreadsheet, database, and other software to create documents and materials requiring the interpretation and manipulation of data.
City administrative policies and procedures applicable to areas of assigned responsibility.
Successfully adapt to a high-volume, fast-paced working atmosphere with multiple activities.
Independently work under pressure and meet deadlines.
Understand and follow verbal and written direction, and communicate in a clear and concise manner, both verbally and in writing, in English.
Research information about federal, state, and local laws.
Establish and maintain positive, cooperative, and effective working relationships with staff and the public.
Assist with organization, maintenance and implementation of the City's Records Use a high degree of tact, diplomacy, and discretion in dealing with sensitive and confidential situations and concerned internal and external parties.
Communicate effectively and respectfully with City Council, other elected and appointed officials, committee members, department directors and managers, staff, residents, representatives of civic and community groups, the media, and others encountered in the course of work, both in-person and on the telephone, while providing excellent customer service.
Exercise a high degree of initiative to plan, organize, prioritize, and perform duties with minimal supervision.
Interpret and apply City policies and procedures.
Operate standard office equipment, a personal computer, and relevant software in a Windows environment; and research and write clear and factual reports.
Type accurately at a speed necessary to meet the requirements of the position.
Maintain strict confidentiality of privileged information.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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